Key Duties and Responsibilities of a Postal Assistant - SBCO

Key Duties and Responsibilities of a Postal Assistant - SBCO

The Savings Bank Control Organization (SBCO) Postal Assistant is responsible for meticulous oversight of all postal savings transactions to ensure accuracy, prevent fraud, and maintain system integrity. Their core duties include:

1. Transaction Verification & Voucher Examination

• Examine Lists of Transactions (SB-60): Scrutinize all transaction lists received from Head Offices (H.O.) and Sub-Offices (S.O.).
• Perform General Voucher Checks: Conduct a thorough review of all supporting vouchers for completeness and validity.
• Cross-Check Transactions: Verify that all H.O. and S.O. transactions are accurately recorded.

2. Journal Management & Financial Reconciliation

• Maintain the Consolidated Journal (SB-72): Record all transactions in the master journal.
• Reconcile Totals: Meticulously check the daily and progressive (cumulative) totals across all columns in the SB-72 journal.
• Coordinate with Head Office Cash Book: Ensure the daily and progressive totals for deposits and withdrawals match the corresponding figures in the Head Office Cash Book.

3. Receipt and Processing of Documentation

The Postal Assistant receives the following from the Head Office:

• Alphabetically sorted and sealed bundles of vouchers.
• Lists of transactions from the Head Office and all its Sub-Offices.
• The Consolidated Journal (SB-72) for the day.
• Lists and vouchers for any closed petty savings accounts.
• Any other relevant documents or lists.

4. Specific Checks on Transaction Lists (SB-60)

Upon receipt, the PA, SBCO must verify that:

• Account numbers in the list are in serial order.
• The list is signed and stamped by the Supervisor/Sub Postmaster.
• The account number, deposit/withdrawal amounts, and interest on closed accounts perfectly match the attached voucher.

5. Comprehensive Voucher Scrutiny (General Checks)

While examining vouchers, the following critical points must be confirmed:

• All entries are complete, with no suspicious erasures or alterations.
• The office date stamp is affixed.
• Withdrawal applications bear the depositor's signature.
• Payment warrants are signed by the Postmaster authorizing the payment.
• The payment warrant has a receipt of acquaintance (signature or thumb impression) from the depositor or their messenger.
• The depositor’s identification is properly recorded.
• For illiterate depositors, a thumb impression is attested on both sides of the voucher.
• The amounts on Pay-in-Slips and withdrawal forms agree with the List of Transactions.
• For withdrawals exceeding ₹5,000, the depositor's signature is attested by two postal officials (except in single-handed offices).
• All rules for cheque transactions are strictly followed.
• There is no erasure or over-writing on any voucher.

6. Managing Irregularities and the Objection Register

• Record Objections: Any irregularities must be clearly and concisely recorded in the system's Objection Register.
• Place Amounts Under Objection: For serious flaws that affect a transaction's validity (e.g., missing acquittance, erasures), the involved amount must be formally placed under objection. These vouchers must be retained by SBCO and not returned to the Head Office.
• Escalate Issues: All irregularities must be promptly brought to the Postmaster's attention for necessary action and resolution.

7. Additional Responsibilities

• Perform any other tasks assigned by the SBCO Supervisor or as directed in official orders issued from time to time.